Hospice credentialing software built around the staff file
In a hospice, credentialing is the whole personnel file: licenses, aide competency and in-service hours, background and exclusion checks, and orientation and competency for everyone who furnishes care. Personnel Ledger tracks all of it per person, with staff records only.
- 45-day free trial at launch
- No credit card to start
- Unlimited staff and users
- No per-person fees, ever
Built from the federal hospice rules, OIG guidance and CMS survey reports. General information, not legal advice. Confirm your specifics with your state and your accreditor.
In a hospice, credentialing is the whole staff file
Physician licenses are one part of it. By our count of CMS survey reports, about one in four 2025 hospice standard surveys that found any deficiency cited at least one staff-file item. The items cited most were aide competency evaluations, background checks and staff competency, not physician files.
Licenses and qualifications
Licenses kept current at all times, plus the education each discipline needs, from social work to therapy.
42 CFR §418.114(a)-(b)The hospice aide file
A qualifying training path, an RN competency evaluation, 12 in-service hours a year and an annual on-site observation.
42 CFR §418.76Orientation and competency
Hospice philosophy and job-specific orientation, then skills and competency for everyone who furnishes care.
42 CFR §418.100(g)Criminal background checks
On time under state law, or within three months of hire, for every state the person lived or worked in.
42 CFR §418.114(d)Exclusion screening
A dated check of the OIG exclusion list for everyone, which OIG recommends monthly. Not a hospice CoP, but a real liability.
OIG Special Advisory Bulletin, 2013Recurring training
Emergency preparedness training at least every two years, and infection control education on your policy's schedule.
42 CFR §418.113(d), §418.60(c)Eight questions to ask of any credentialing software
Expiration dates are the easy part. A hospice staff file needs more than dates.
Are the hospice rules built in?
Look for a starter set of hospice requirements with the citation behind each one, which you can then edit to match your state and your policies.
Does each role get its own list?
An aide, a chaplain and a billing clerk need different things. Requirements should apply by role, not to everyone.
Does it handle more than expiry dates?
Cards that expire, training that repeats every so many months, one-time items, hours per period and a check every month are different shapes.
Can a due date start at hire?
A background check due within three months of hire, or an orientation due in the first weeks, should show as due from day one.
Does "not required" say why?
An exempt item should carry its reason, so a blank never looks like a gap to you or to a surveyor.
Can you print one person's file?
Surveyors pick files. You should be able to print one person, or a binder for several, with every item, its status and its dates.
Who gets reminded?
The person should get an email before something lapses, and managers one weekly digest of what is due across their team.
Does the price grow with your staff?
Per-person pricing makes every new hire more expensive. Personnel Ledger is one plan with no per-person fees: see pricing.
Beside the systems you already run
Each system below has its own job. Personnel Ledger is the evidence file that the others do not keep for you.
Your EMR
Patient records, clinical documentation and care plans, including anything tied to a patient visit.
A learning management system
Delivers courses and records completions. Personnel Ledger records the training that happened; it does not teach it.
Payroll and HR
Pay, benefits and hiring stay where they are.
Personnel Ledger
What each person needs for their role, where they stand on every item, and the proof behind it, ready to print.
From a staff list to a working file
Bring in your staff
Import your staff list from a CSV file, or add people one at a time, each with a role, a hire date and an employment type.
Start from the hospice set
Add the hospice requirements to the roles they apply to, then edit them for your state, your accreditor and your own policies.
Work from what is due
Enter dates and attach proof as you go. Reminders and the weekly digest show what needs attention next.
Moving off a spreadsheet? See how to replace your staff spreadsheet.
Hospice credentialing software, answered
What is hospice credentialing?
Keeping proof that each person is qualified for their role: licenses and certifications kept current, the aide training and competency rules, orientation, competency assessments, criminal background checks and exclusion screening, with the records to show it.
Is physician credentialing different in a hospice?
The federal hospice rules have no separate physician credentialing process beyond a license kept current, the medical director rules, and federal items such as DEA registration and Medicare enrollment for certifying physicians. Board certification, including in hospice and palliative medicine, is not a federal hospice requirement. See physician credentialing.
Can our EMR track staff credentials instead?
Some EMRs keep an expiring-documents list for employees. Check whether yours tracks each aide's in-service hours, background check timing and a monthly exclusion log, and whether it prints one person's whole file. Personnel Ledger sits beside the EMR.
Does Personnel Ledger deliver training courses?
No. It records the training that happened: the date, the topic, the hours and who gave it. Courses come from your educators, your vendors or a learning management system.
Can we add requirements from our accreditor?
Yes. Every requirement is editable, and you can add your own. For example, ACHC's annual compliance checklist asks for 12 in-service hours a year for direct-care staff and 8 for others, which you can track as hours per period.
How is Personnel Ledger priced?
One plan with every feature, unlimited staff and unlimited users, and no per-person fees. Current pricing is on the hospice page, and every account starts with a free 45-day trial.
This page is general information, not legal advice. Hospice staff requirements come from federal regulation, your state's law and your accreditor, and they change. Personnel Ledger tracks and documents what you set; deciding what applies to your organization is your call.
See your whole staff file in one place
Personnel Ledger tracks licenses, aide rules, checks, orientation and competency for every person, with no per-person fees. Start a free 45-day trial today.